15 Phrases Every Board Member Needs for Their Next Meeting
The exact words to use for making motions, calling votes, raising objections, and handling common meeting situations under Robert's Rules.
Stop Freezing When It's Your Turn to Talk
You know what you want to say. You know what you want the board to do. But when 15 people are staring at you, the exact words evaporate. So you mumble something like "I think maybe we should, um, consider possibly doing the thing we discussed."
That's not a motion. That's not anything. And now the chair is asking you to "put that in the form of a motion" and you're not sure what that means.
I've been a parliamentarian for 12 years, and this is the number one thing new board members struggle with. Not understanding the rules. Not knowing what motions to make. Just finding the right words in the moment. Parliamentary procedure has specific phrases that trigger specific actions. Once you know them, meetings stop feeling like a foreign language.
Here are 15 phrases you'll actually use. Each one includes when to say it, what happens next, and the common mistake to avoid.
Making Things Happen
1. "I move to [specific action]."
When to use it: You want the board to do something. Anything. Approve a budget, hire a contractor, change a policy, form a committee.
What happens next: Someone seconds it. The chair restates it. The group debates. Then they vote.
Example: "I move to approve the 2026 operating budget as presented by the treasurer."
Common mistake: Being vague. "I move to do something about the parking situation" forces the chair to ask you to be specific. Have your wording ready before you speak. As we cover in our guide to how motions work, writing it down beforehand prevents rambling.
2. "I second the motion."
When to use it: Someone else made a motion and you think the group should discuss it. You don't have to agree with the motion. A second just means "this is worth talking about."
What happens next: The chair restates the motion and opens debate.
Short version: "Second." That's all you need. One word.
Common mistake: Thinking a second means you support the motion. It doesn't. You can second a motion and then argue against it.
3. "I move to amend the motion by [insert/strike/substitute]."
When to use it: There's a motion on the floor and you want to change it before the group votes.
What happens next: Someone seconds your amendment. The group debates the amendment (not the original motion). They vote on the amendment first. Then they vote on the main motion (as amended, if the amendment passed).
Example: "I move to amend the motion by striking '$5,000' and inserting '$3,000'."
Common mistake: Just saying "I'd like to change the amount." You need to be specific about what you're striking and what you're inserting. The chair needs exact wording to work with.
Controlling the Flow
4. "I move to postpone this matter to the [date] meeting."
When to use it: The group isn't ready to decide. Maybe key information is missing, a critical member is absent, or the topic needs more thought.
What happens next: Someone seconds it. The group can debate whether postponing is a good idea (but not the merits of the original motion). Majority vote to postpone. The motion comes back automatically at the specified meeting.
Example: "I move to postpone this matter to the April 15th meeting."
Common mistake: Saying "I move to table this." Tabling and postponing are different things. If you want the item to come back at a specific time, you want to postpone, not table. See our article on the difference between tabling and postponing for why this matters.
5. "I move to refer this to the [committee name]."
When to use it: The topic needs more research or detailed work than the full group can do efficiently during a meeting.
What happens next: Someone seconds. The group debates whether referral is appropriate. Majority vote. The committee studies the issue and reports back.
Example: "I move to refer this matter to the finance committee with instructions to report back at the April meeting."
Common mistake: Referring without giving the committee a deadline or instructions. A referral without a report-back date means the motion could sit in committee forever.
6. "I move the previous question."
When to use it: Debate has gone on long enough and you want the group to vote now.
What happens next: Someone seconds it. The chair takes a vote on whether to end debate. This requires a two-thirds vote because you're cutting off other members' right to speak. If it passes, the group votes on the pending motion immediately with no more debate.
Example: "I move the previous question."
Common mistake: Yelling "Question!" and expecting debate to end automatically. That's not how it works. Calling the question is a formal motion that needs a second and a two-thirds vote. The chair cannot just end debate because one person is ready. This is probably the most misunderstood procedure in all of Robert's Rules, as we explain in our common chair mistakes article.
7. "I move to adjourn."
When to use it: You want to end the meeting.
What happens next: Someone seconds. The chair takes a voice vote. Majority passes. The meeting ends.
Example: "I move to adjourn."
Notes: This motion is not debatable. The group can't discuss whether to adjourn. They just vote. If it fails, the meeting continues.
Raising Concerns
8. "Point of order."
When to use it: You believe a rule is being broken. Maybe the chair skipped a step. Maybe someone is debating a motion that hasn't been seconded. Maybe the group is voting on something that conflicts with the bylaws.
What happens next: The chair asks: "What is your point?" You state the rule you believe is being violated. The chair rules immediately: "The point is well taken" (you're right) or "The point is not well taken" (the chair disagrees).
Example: "Point of order. The motion has not been seconded."
Common mistake: Using "point of order" for questions or opinions. "Point of order, I think this is a bad idea" is not a point of order. It's a speech disguised as a procedural objection. Points of order are about rules being broken, not about disagreement. If you need to know more about this, our Robert's Rules simplified guide covers the difference.
9. "I appeal from the decision of the chair."
When to use it: The chair made a ruling you disagree with. Maybe they ruled your point of order not well taken, and you think they're wrong.
What happens next: Someone seconds your appeal. The chair explains their reasoning. The group debates (briefly). They vote. A majority vote (or a tie) sustains the chair's ruling. A majority against overturns it.
Example: "I appeal from the decision of the chair."
Common mistake: Arguing with the chair directly instead of making a formal appeal. If you just say "You're wrong!" the chair can ignore you. A formal appeal forces a vote.
10. "I request a division."
When to use it: A voice vote just happened and you're not sure the chair got the result right. Maybe the "ayes" and "nays" sounded equally loud.
What happens next: The chair must take a rising vote (members stand to be counted) or a show of hands. No second needed. No vote needed. Any single member can demand a division.
Example: "Division!" or "I request a division of the assembly."
Common mistake: Demanding a division after a counted vote. Division is only for voice votes where the result is unclear.
Getting Information
11. "I rise to a question of privilege."
When to use it: Something is interfering with the meeting or your ability to participate. The room is too hot. You can't hear the speaker. There's construction noise outside. Someone is being disruptive.
What happens next: The chair asks you to state your concern. The chair addresses it immediately (opens a window, asks the speaker to speak up, etc.). No vote needed.
Example: "I rise to a question of privilege. I cannot hear the speaker from this side of the room."
Common mistake: Confusing this with a point of order. A point of order is about rules. A question of privilege is about conditions.
12. "I rise to a parliamentary inquiry."
When to use it: You have a question about procedure. You want to know if something is in order before you attempt it.
What happens next: The chair answers your question. No vote needed.
Example: "Parliamentary inquiry: Is it in order to amend this motion at this time?"
Common mistake: Asking substantive questions through parliamentary inquiry. "Parliamentary inquiry: What was our revenue last quarter?" is not a parliamentary inquiry. That's a regular question directed to the treasurer.
13. "I request information."
When to use it: You need factual information that's relevant to the motion on the floor before you can make an informed decision.
What happens next: The chair directs the question to the appropriate person (treasurer, committee chair, staff member). The person answers. Discussion continues.
Example: "I request information. Can the treasurer confirm the current balance of the reserve fund?"
Notes: This is technically called a "request for information" or a "point of information." Don't use it to make speeches disguised as questions.
Managing Your Own Motions
14. "I move to withdraw my motion."
When to use it: You made a motion and now realize it was poorly worded, unnecessary, or premature.
What happens next: If the chair hasn't restated the motion yet, you can withdraw it freely. If the chair has already restated it, the chair asks: "Is there any objection to withdrawing the motion?" If someone objects, the group votes on whether to allow the withdrawal.
Example: "I move to withdraw my motion." or simply "I withdraw my motion."
Common mistake: Assuming you can always take back your motion. After the chair restates it, the motion belongs to the assembly, not to you.
15. "I request that my vote be recorded in the minutes."
When to use it: A voice vote or show of hands just happened, and you want the minutes to show how you personally voted. This is common when a member wants to go on record as opposing a decision.
What happens next: The secretary records your name and your vote in the minutes.
Example: "I request that the minutes reflect my vote in the negative."
Notes: This is a member's right. The chair must honor it. It's different from requesting a roll call vote (which requires a motion and a vote). You're just asking that your individual position be noted in the record.
How to Sound Confident (Even When You're Not)
Three tips from watching thousands of members find their voice:
Speak in complete sentences. "I move to approve the contract" lands better than "So, uh, the contract, I think maybe we should, you know."
Use the exact phrases. "I move to" not "I think we should." "Point of order" not "Excuse me, but I don't think that's right." The formal phrases carry procedural weight. The casual versions don't.
Project your voice. You're speaking to the chair and to the assembly. Make sure everyone can hear you. If you mumble your motion, the chair will have to ask you to repeat it, which feels worse than speaking up the first time.
Practice Before Your Next Meeting
Knowing these phrases is step one. Using them under pressure is step two.
Run through a meeting in the RoRules simulator and practice each of these phrases in context. The AI participants will respond realistically, so you'll learn how each phrase changes the meeting's direction.
For further study, the National Association of Parliamentarians publishes pocket reference cards, and the Robert's Rules Association maintains the definitive text. Our simplified Robert's Rules guide covers the broader framework these phrases fit into.